1. (a) Reservation. Use of a meeting room requires prior written approval of the Office.

   1. (1) A sponsor shall submit an application online for a reservation together with payment for any applicable fees to the Office at least ten (10) working days but no more than one (1) year prior to the beginning date of the proposed event or exhibit. The application must be submitted during the Office's business hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding state holidays.

   2. (2) The application shall specify the desired date, time period and meeting rooms requested. The Office may request additional information determined necessary to facilitate the reservation.

      1. (A) Use of audio visual devices, teleconferencing, voice or data outlets must be specified in a reservation request.
      2. (B) Training to use audio visual devices or teleconferencing arrangements must be scheduled at least five (5) days prior to the approved reservation date.
   3. (3) The Office may impose conditions and time limitations pursuant to the rules of this Part and state law.
   4. (4) If the Office denies a request for a reservation, the Office will issue written notice to the requesting state agency indicating the reasons for denial. When a reservation request or previous experience indicates that the sponsor may allow or encourage conduct that is violent, threatening, abusive, obscene, or that jeopardizes the safety of self or others, the Office shall not approve the reservation.
2. (b) Prioritization of meeting room reservations. Except as otherwise provided, the Office shall issue approved reservations on a first-come, first-served basis and may limit the number of reservations for a meeting room.
3. (c) Reservation limitations. Reservations authorize meetings only in the specified meeting room during the specified time period. Reservation requests for events to be held on state holidays are prohibited unless otherwise approved by the Director.
4. (d) Unauthorized meetings. The Office may notify security personnel upon detection of unauthorized meetings.

Added at 31 Ok Reg 1416, eff 9-12-14

Amended at 38 Ok Reg 1864, eff 9-11-21

Amended at 42 Ok Reg, Number 21, effective 8-1-25